This manual is divided into 3 chapters explaining how to add, change information, and delete family members.
＜Important Notes During the Year-End Tax Adjustment Period＞
You will not use this manual from the start of the year-end tax adjustment information input period until near the end of the year when the tax certificate for that year are issued.
The period during which you can use the year-end tax adjustment wizard is when you input information for adding, changing, or deleting family members via the wizard.
If you cannot input information from the screens in this manual between the end date for using the year-end tax adjustment wizard and the end of the year, please contact us.
Depending on the content, it may affect your already calculated year-end adjustment amount.
Add new family members
Change family members information
＜Re-register family members who were previously registered＞
Add new family members
① Click on EMPLOYEES [My Profile].
② Click on “Personal related” - “Family members”.
③ Click on “Submit a new family member.”
*If your family members are already registered, the button will appear above the registration details as shown in the figure above.
④ Enter and set the information for the family member you wish to add.
Refer to the following for the main input points. If you have no questions, proceed to “Submit request”.
■Basic information (Effective from)
■Visa related
■Social insurance settings
■My number Tax ID
■Tax settings
If he/she is eligible for a disability exemption
■Basic information (Effective from)
The “Effective from” specifies the date when the event of adding a family member occurred. (Example: Date of marriage registration or date of birth)
■Visa related
Family members with a visa type should select their type and enter the required information.
■Social insurance settings
Specify whether the family member to be added is eligible for dependent status under social insurance by selecting either “No” or “Yes.”
If he/she is the social insurance dependent, select “Yes.”
In addition to selecting his/her occupation, you may need to enter his/her national basic pension number.
The occupations you can select are shown in the figure above. If you select “Other,” the occupation input field will appear in the lower section.
■My number Tax ID
Depending on your company settings, a field for entering the My number Tax ID of the family member you are adding may appear. This field will appear if you select “Social insurance dependent?: Yes.”
■Tax settings
Specify whether the additional family member qualifies for the tax dependency deduction: “No” or “Yes”.
If the family member you are adding is a spouse and you selected “Tax deduction eligible?: Yes,” “Spouse eligible for salary monthly tax deductions” will be displayed.
For details on this, please refer to “Registering a spouse as a "Spouse eligible for salary monthly tax deductions".
If he/she is eligible for a disability exemption
If the additional family member qualifies, please select the disability deduction category.
Depending on your company settings, entering disability information and proof documents may be required (or optional). In such cases, please enter the following information and attach it.
・Disability handbook type ・Disability handbook issue date ・Disability level ・Proof of disability handbook
■Income settings
If you add dependent for social insurance or tax settings, income settings will be displayed.
Please enter the income information for the added dependents here.
Click on “Change income.”
In the displayed input fields, please enter the income amount and income expenses for the dependent's income type.
The amount you enter should be in yen, not in 10 thousand yen (e.g., for 1 million, enter 1,000,000)
The amount calculated automatically by subtracting income expenses and basic deductions from the income amount you entered will be reflected in the “Total income.”
Submit request
Once you have completed entering all required fields, click “Submit request” at the bottom of the screen.
The message "Your request for approval has been sent to your admins" will appear at the top.
Once your admin approves this, it will be officially registered.
Change family members information
This chapter describes how to make corrections when there are changes to registered family information.
*Since the handling of bereavement differs slightly, it will be described at the end of this chapter.
① Click on EMPLOYEES [My Profile].
② Click on “Personal related” - “Family members”.
③ Click “Edit” for the family name to change the information.
*For details regarding “Family member death,” please refer to the following section here.
④ When the status of a registered family member changes (such as moving out of the household), the details will be changed.
Please refer to the following for the main input points and examples. If you have no questions, proceed to the “Submit changes.”
■Basic information (Effective from)
■Social insurance settings
■Tax settings
■Income settings
■Basic information (Effective from)
Set the “Effective from” as the date the event changed.
(e.g.1) If your family member starts working on March 1, 2026, and is no longer your dependent, set the date to “March 1, 2026”.
(e.g.2) If your family resides overseas starting March 15, 2026, set the date to “March 15, 2026.” You must also enter his/her address.
(e.g.3) Your family member is no longer living together. The date will be set to the date he officially moved on his residence certificate. You must also enter his/her address.
■Social insurance settings
When a change in social insurance dependents occurs, change the “Social insurance dependent?” under “Social insurance settings”.
If he/she becomes your dependent for social insurance, please refer to the “■Social insurance settings” for Add new family members.
If he/she is no longer your dependent for social insurance, please set “Social insurance dependent?: No.”
■Tax settings
When a change in tax-related dependents occurs, change the “Tax deduction eligible?” under “Tax settings”.
If he/she becomes your dependent for tax-related, please refer to the “■Tax settings” for Add new family members.
If he/she is no longer your dependent for tax-related, please set “Tax deduction eligible?: No.”
If you select “Yes” for “Tax deduction eligible?,” the “Spouse eligible for salary monthly tax deductions” will be displayed.
For “Spouse eligible for salary monthly tax deductions,” please refer to “Registering a spouse as a "Spouse eligible for salary monthly tax deductions" .”
■Income settings
If there are changes to his/her income-related information, please refer to the “■Income settings” section for Add new family members and enter the details there.
Submit changes
Once you have completed entering or changing the required items, click “Submit changes” at the bottom of the screen.
The message "Your request for approval has been sent to your admins" will appear at the top.
Once approved by your admin, the “Expiration period” field will display the day before the effective date as the end date.
The date you set as the “Effective from” will be used as the start date for the new content registration.
*The figure above shows an example of approval for Example 1. For content effective from March 1, 2026, since that date has not yet arrived, it is listed in the “Future / previous changes” column.
Family member death
You do not delete records of dead family members.
If a family member who died is your dependent for the purpose of the dependent deduction, they qualify for the dependent deduction for that year.
④ Enter the “Date of death” for the deceased family member.
*Do not change the “Effective from.”
⑤ Click on “Submit changes.”
The message "Your request for approval has been sent to your admins" will appear at the top.
Your admins will receive your approval request.
Once approved by your admin, regardless of whether the deceased family member qualifies for the dependent deduction, the expiration date will automatically be set to December 31 of that year.
＜Re-register family members who were previously registered＞
If you want to re-register someone who was previously registered as a family member (but whose registration has been deactivated because they are no longer a dependent, etc.), you can retrieve their information from your past records and reactivate their registration.
(This is because you cannot register the same person as a new entry if they have been registered in the past.)
To reactivate their registration, follow the steps below.
(Example) Re-registering your father, whom you had previously registered, as a dependent, etc.
① The family members you want to re-register are not displayed on the “Family members” screen.
Click “Display past records.”
② The “Previous dependents” screen will appear.
Use the “Edit this record and submit it” or “Re-register this dependent” button displayed above the family name you wish to reactivate.
*Even if the family name is the same, you may see several entries displayed with different validity periods due to year-end tax adjustments and other factors.
In that case, please use the button above the content you wish to reactivate.
■Edit this record and submit it Select this option when you want to request a partial change to a previously registered entry.
■Re-register this dependent Select this option when you want to request the same information as in a previous registration.
■Edit this record and submit it
Select this option when you want to request a partial change to a previously registered entry.
① Click “Edit this record and submit it.”
② Please make any changes you wish to your previous registration information.
Click “Submit changes.”
“Your request for approval has been sent to your admins” will be displayed at the top.
③ Refreshing the screen.
④ It is displayed as “Changes have been submitted for approval.”
Once approved, your registration will be re-registered with the changes reflected, effective as of the date of your request.
You can view your previous details by clicking “Display past records” at the top of the page.
■Re-register this dependent
Select this option when you want to request the same information as in a previous registration.
① Click “Re-register this dependent.”
② Click “Re-register this dependent.”
“Your request for approval has been sent to your admins” will be displayed at the top.
③ Click “Personal related > Family members.”
④ The “Family members” screen will appear. At the bottom, it is displayed as “waiting for approval” along with the date the request was submitted.
Once approved, it will be re-registered with the same content as of the date of the request.
His (Her) previous details are the same; you can view them by clicking “Display past records” at the top.
Cancel request
If you wish to cancel a request while it is pending, the process is the same whether you select “Edit this record and submit” or “Re-register this dependent.” Please follow the steps below.
If you wish to change information that has already been approved, please refer to “Change family members information.”
① Click “Edit” at the bottom of the screen where the “waiting for approval” message is displayed.
② Click “Cancel request.”
③ Read the message and click “Yes.”
The message “Your request has been deleted” appears at the top, and your request has been successfully canceled.
Delete family member
It is possible to delete family members due to reasons such as divorce.
However, once deleted, you cannot re-register data with the same name and date of birth as the deleted entry. Please be careful when requesting deletion
(In the case of death, do not “delete” him/her. See “Family member death.”)
Even in cases of divorce, etc., you can end the effective period as a family member rather than delete the record. However, only the admins can set the end date.
If you wish to set an end date for the effective period, please contact your HR team separately.
■Delete
① Click on EMPLOYEES [My Profile].
② Click on “Personal related” - “Family members”.
③ Click “Edit” for the family member you want to delete.
④ Click on “Request delete.”
⑤ Read the message and click on “Yes.”
The message "Your request for approval has been sent to your admins" will appear at the top.
Your admins will receive your approval request.
Once your admin approves it, he/she will be deleted from your family members list. (Click on “Display past records” to confirm your registration details for the period valid through December 31 of the previous year.)
■Cancel request
If you wish to cancel a deletion request while it is pending, follow the steps below.
③ While “This record has been submitted for deletion” is displayed at the top, you can request to cancel the deletion.
Click “Edit” for the family member whose deletion you wish to cancel.
④ Click on “Cancel request.”
⑤ Read the message and click on “Yes.”
The message “Your request has been deleted” appears at the top. The content then reverts to its original state prior to the deletion request.
・Click here for the Japanese version of this manual.
家族機能について
・For additional information for administrators regarding expiration date settings, please click here.
Supplement to "About Family members function"